Today's employees are under more stress than ever before. A
recent Harris Interactive poll found that one-third of workers ages 25
to 39 feel burned out by their jobs. Additionally, doctors' offices
are seeing more stress-related illnesses than ever before, including
anxiety, depression, insomnia, adult ADHD, backache, and migraines. In
fact, primary care physicians report that between 70 and 90 percent of
their patients are seen because of underlying emotional stress.

So, what is causing all of this turmoil? Over the past 10 years
businesses have become lean, mean machines by reducing personnel and
increasing the workload on those "lucky" enough to remain on
the job. An increased workload forces the worker into multi-tasking.
While multi-tasking may be effective for a short period of time, over
the long term, multi-tasking causes excessive stress. In the business
world, multi-tasking is a must-have skill for any employee, yet results
are showing that most workers feel they are being asked to do too many
tasks.

The keys to multi-tasking success

Why the disconnect between the workday realities and the
workers' perception? Because people have never learned exactly how
to multi-task. That's right, multi-tasking is a learned skill. By
learning how to multi-task efficiently, you can dramatically reduce your
workday stress, increase your productivity, and enjoy your work once
again.

Contrary to popular belief, multi-tasking is not about "piling
on the work" to the point of exhaustion. It's about training
the brain to channel energy in an efficient and effective manner so you
can accomplish more in less time. And believe it or not, one of the
hallmarks of learning to multi-task is to actually slow down to
accomplish more.

The following are some techniques that will help you mentally slow
down so you can finally learn how to multi-task and master this
essential business skill.

Practice how to multi-task

Whether you're learning how to play the piano, use a computer
program, or multi-task, practice is essential to mastering the skill.
Why? Because practice makes something seem routine, and when something
is routine, it's no longer stressful.

Look at all the things you do in a day. Pick a few routine tasks to
start with. As you master doing multiple routine things, then move on to
slightly more difficult tasks. Gradually work up to the number of tasks
you normally do.

During this process, remember that learning takes time. Very often
people jump into a new role or responsibility without gradually gearing
up their workload. Then they wonder why they feel stressed and
can't multi-task effectively. So if you want to do all the things
you do each day in a more efficient manner with less stress, take a step
back and teach your body and mind how to work up to the production level
you desire. Such a gradual process will make multi-tasking easier than
ever before.

Know when a task requires undivided attention

Switching brain channels (focus) repeatedly actually reduces your
memory recall. Think of your brain like a computer. If you are working
within multiple programs and have numerous windows open on your screen
so you can quickly jump from program to program, you may find that your
computer has a higher tendency of locking up. That is, when you have 15
windows open at once on your computer, and you attempt to pull up your
word processing document, it's not uncommon for your computer to
run slow or to completely freeze up, often causing you to lose all the
data since your last "save."

The same thing happens in your brain. When you're performing
multiple tasks that require your undivided attention, your brain gets
overloaded, as it can only process information from one channel at a
time. Therefore, do not multi-task if the assignment requires your full
attention. Once that particularly urgent or detailed task is complete,
then you can go back to doing the other tasks you normally do. This step
will save you lots of rework, as you're more prone to make mistakes
when your brain is overloaded.

Use a tool to help you multi-task

To refrain from taxing your brain, write down items you can refer
to quickly. For example, if you have a list of items you need to refer
to often (such as pricing or shipping information or keyboard shortcuts)
put the list next to your phone or computer for quick recall. Not only
will others think you are brilliant because of your amazing ability to
rattle off information, but you won't have to waste brain energy on
such mundane information. You can then use your brainpower for true
multi-tasking purposes.

Allow your mind to re-boot

Shift multi-tasking to single tasking throughout the day to allow
your mind to re-boot. The human brain uses more energy than any other
part of the body. As such, it needs constant replenishment. Rest is one
of the key components to increasing personal energy and productivity. So
every two to three hours, stop multi-tasking and allow yourself to do
just one thing for 15 to 20 minutes. At the end of this rest period,
you'll feel refreshed, alert, and ready to tackle more tasks--and
you'll do so with fewer mistakes than if you plowed through your
tasks without this reboot period.

Take a brain break

Most employers offer their full-time staff a lunch break and two
15-minute breaks throughout the day. Do you take yours? Most people do
not, and as such, they're not giving their mind a true break from
the stresses of the day. Use this break time to walk around the
building, sit outside, or just close your eyes and meditate. Do whatever
you like during these 15 minutes to clear your head and give your brain
a rest. If you really can't afford a 15-minute break in your day,
then turn off your mind as you walk to the water cooler or rest-room.
Give your mind some kind of total break from the workday tasks. To
function at peak levels on a consistent basis, regular breaks are
essential.

Do more with less stress

Multi-tasking is a part of our business world. If you truly want to
succeed, then you need to learn how to multi-task so it doesn't
overwhelm you and cause unnecessary stress. By simply slowing down and
working up to the performance level you desire, you can multi-task
effectively and increase productivity. Simply put, learning how to
maintain your highest level of mental functioning is your key to
multi-tasking success.

Ron Knaus is a physician, psychiatrist, and sports medicine
physician who works within the corporate world and medical profession
helping clients reach peak performance levels. He has received board
certifications from the American Osteopathic Board of Psychiatry and
Neurology and the American Osteopathic Academy of Sports Medicine. For
more information contact Knaus at 727-215-8104 or
rknaus@peakenergyinstitute.com.

COPYRIGHT 2007 American Society of Agricultural Engineers
No portion of this article can be reproduced without the express written permission from the copyright holder.